Executive Assistant, Operations ; DF

Posted on January 02, 2018

The Executive Assistant provides high-level administrative and project support to Democracy Fund’s Managing Director of Operations, and the Chief People Officer, who work closely together. The Executive Assistant will staff major internal coordinating bodies, including the executive team, management team, diversity and inclusion committee, and all-staff meetings. This position will be pivotal to ensuring the growing organization’s processes support and enhance the productivity and engagement of its talented staff.

While this is initially a one-year term position, the position could become permanent in 2019.

The Executive Assistant, working in a fast-paced, mission-driven, entrepreneurial environment, will bring a keen attention to detail while exercising good judgment and discretion in handling sensitive relationships and multiple projects. The successful candidate will be resourceful, well organized, highly collaborative, and strong in both written and verbal communication and someone who enjoys creating smooth-functioning operations, and excels at managing a realistic balance among multiple priorities.

Able to work independently on projects from conception to completion, the ideal candidate will find satisfaction in synthesizing information, meeting deadlines, making processes run smoothly, and enhancing internal communications. Given both executives are internal facing, the ideal Executive Assistant will be experienced in staffing committees and team meetings, emotionally intelligent, and a key team player impacting the full organization.

PRIMARY RESPONSIBILITIES

The Executive Assistant’s responsibilities include, but are not limited to the following:

Coordinating Cross-Team Committees and Events

• Participate as an adjunct member of the executive team, management team, the diversity and inclusion committee, and monthly all-staff meetings, including scheduling and coordinating meetings, creating agendas, preparing materials, setting up A/V and the room to optimize staff engagement and inclusion, taking notes, and coordinating follow up
• Work closely with the Managing Director and the Chief People Officer to help organize trainings and several off-site retreats, including identifying vendors and venues, preparing materials, being available throughout trainings to provide ad-hoc support as needed, and taking notes

High-Level Administrative Executive Support

• For both the Managing Director and the Chief People Officer, manage appointments, draft correspondence, manage and support meeting planning, organize occasional travel, and ensure they stay on top of relevant expense, timesheet, contract, and invoice submissions and approvals
• For executives’ meetings, assure proper preparation, including working with staff to ensure compilation of relevant background information, and follow-up communications
• On incoming issues and concerns addressed to the Managing Director and the Chief People Officer, including those of a confidential nature, prioritize appropriate course of action and ensure follow-up
• Work closely with both executives to keep them well informed of upcoming commitments and responsibilities
• Have a hands-on approach; handle matters proactively by following up and following through, and prioritizing conflicting issues in a sensible manner
• Provide backup support to the Executive Assistant to the VP and the President, as needed

Team Player

• Coordinate meetings, events, and provide other support as needed for the Operations and People teams
• Actively work to support the success of other members of the entire Democracy Fund team
• Cultivate an organizational culture that is highly collaborative, positive, and productive.
• Other duties as assigned.

EDUCATION, EXPERIENCE, AND SKILLS REQUIREMENTS

• Deep passion for strengthening American democracy
• At least 5 years’ experience supporting C-level executives and executive teams, preferably in a nonprofit setting
• Excellent organization and follow-through that reflect well-honed skills to perform and prioritize multiple tasks seamlessly with meticulous attention to detail
• Superb interpersonal skills and proven…